JOB DESCRIPTION

Role title Secretary

Role purpose To work as part of a team of secretaries providing secretarial and administrative support to a group of designated fee earners allowing for fee earners' time to be used more efficiently on client related work

Reporting structure Reports to partner(s) in the relevant legal practice group

Principal duties

Secretarial • Amending lengthy, complex legal documents in an accurate and timely manner • Checking and proof reading documents and amending as necessary • Assisting in the creating of new clients / matters on Document Management (DM)

system • Copy typing • Audio typing from tape and electronic files

General Administration

• Answering telephones and email messages • Assisting with conflict checks • Taking and forwarding messages • Booking meeting rooms, equipment and catering • File management and archiving, ensuring all matter opening data is captured • Creating and amending diary appointments • Arranging conference calls • Working collaboratively with M&BD, providing a range of administrative support as

and when requested • Checking and processing fee earner expense claims

Billing

• Analysing time reports and disbursements • Preparing draft bills (including narrative) for fee earner approval • Issuing final bills to clients

CRM system

• Adding partner and fee earner contacts and ensuring data is up to date to include accurate profiling of contacts.

• Adding partner and fee earner marketing & business development (M&BD) activities to their contacts list

• Adding contacts to LinkedIn

Collateral / Presentations • Creating and formatting PowerPoint presentations as required, following new brand

guidelines BD Trips & Partner Personal BD Plans

• Organising the logistics and all administration associated with business trips, client meetings and small events (e.g. team or partner business trips, small client lunches or dinners, client hospitality, sporting or social events, in-house seminars)

• Producing biographies for target contacts and compiling collateral packs • Ensuring partners plans are kept up to date and that all M&BD activity is reflected in

the plan

Biographies and Profiles • Ensuring partners and fee earners review and update their biographies on a regular

basis and pass any amendments to the M&BD team for updating on the website • Updating LinkedIn with any amendments

JOB DESCRIPTION

Experience • Previous experience with some or all of the above duties • Previous experience of working in a legal environment • Well versed in the use of Microsoft office applications, specifically Word to a high

degree of competence plus PowerPoint and Outlook. Some knowledge of Excel would be useful

• Good typing speeds will be essential as will accuracy • Familiarity with the use of CRM systems would be helpful

Professional/educational qualifications

• Good standard of education • Secretarial / administration qualifications specifically would be an advantage

Personal characteristics • Excellent planning and organisation skills • Good written and verbal communication skills • Team oriented with a flexible approach to assisting colleagues in a multi-team

working environment